Service Dispatch / Coordinator
Job Title: Service Dispatch / Coordinator
Job Location: Minneapolis MN
FLSA Status: Exempt
This is a FULL-TIME position.
Overview:
Midwest Mechanical Solutions is a manufacturer’s representative of some of the best-known brands in the commercial HVAC market. At MMS, strong relationships, creative solutions, and an upbeat company culture is what makes us successful. As a Top Workplace employer, we strive to find passionate and innovative people who are eager to share our goals.
Midwest Mechanical Solutions mission statement: Creating lifelong relationships & projects we can be proud of through creatively applied HVAC solutions
Job Description:
The Service Administrator plays a critical role within the Service Department, supporting all service operations to ensure efficient scheduling, communication, and workflow management. This position works closely with the Service Manager, technicians, and the sales team to ensure customer expectations are met and service deliveries are completed accurately and on time.
This role requires a proactive individual with exceptional organization, communication, and problem-solving skills, someone who can manage multiple priorities in a fast-paced, service-oriented environment.
Essential Duties and Responsibilities:
Coordinate, schedule, and dispatch technicians for installation, startup, warranty, and service work.
Serve as the central point of contact between customers, field technicians, and internal stakeholders.
Communicate upcoming work schedules and job details via email, phone, and text.
Update technician work assignments and job statuses using service management software.
Process completed work orders, generate customer invoices, and ensure timely billing.
Track and reconcile accounts payable and receivable related to service work.
Manage inventory needs and coordinate material procurement for active projects.
Monitor open work orders to ensure timely completion and documentation.
Manage warranty claims, returns, and communication with manufacturers as needed.
Conduct post-job follow-up with customers to confirm satisfaction and address any issues.
Support process improvement initiatives and provide administrative support to the Service Manager.
Perform additional administrative duties as assigned to support department efficiency.
Experience and Requirements:
High school diploma or equivalent required; Associate’s degree preferred.
Minimum of 3 years of experience in the HVAC industry, preferably in a service coordination, dispatch, or administrative capacity.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
Strong written and verbal communication skills.
Exceptional organizational skills and attention to detail.
Ability to manage multiple priorities independently.
Strong interpersonal skills with the ability to collaborate effectively across teams.
Must demonstrate MMS Core Values: driven and self-motivated, can-do attitude, team player, customer driven, do what’s right and accountable
Physical Demands/Work Environment:
Work is completed on a laptop in an office environment with prolonged periods of sitting. The ability to work remotely occasionally is available once training is fully complete. You must be able to commute to our office in Golden Valley, Minnesota.
Benefits:
We offer a competitive and comprehensive benefits package, including:
Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
Professional Development – Ongoing training opportunities and support for continuing education
AIR Control Concepts and Midwest Mechanical Solutions are Equal Opportunity Employers.